1. Texas Education Agency Helpful Hints to Facilitate the processing of TEASE forms ESC PEIMS Coordinator Training August 1-2, 2007

2. Section One ESC PEIMS Coordinator Training Applicant’s email address - This information is vital for forms processing. We use this to send email in case of problems with the forms. TEA security needs this address to send the notices that the access requested has been granted. Incorrect email addresses mean that the information never gets to the applicant. County/District/Campus and Region – If this information is not entered, the information has to be researched and will slow the process. Birth Month and Day – This information is used by TEA security to create the new logon ID. This is presently optional, but will eventually become mandatory.  Combine Records  Delete Records

3. Section Two ESC PEIMS Coordinator Training Please note: Revoke Access to PEIMS EDIT+ removes only their EDIT+ access and does not remove any other accesses they may have. Delete Existing TEASE Account removes all TEASE accesses for all applications. When employees leave the district, or change to a job that no longer requires access to EDIT+, their EDIT+ profile should be immediately deleted. If they no longer need TEASE access for the district (or ESC), then a form should be sent to TEA requesting that TEASE access be deleted. If a TEASE user does not access their account for 18 months, the access is deleted by TEA security. The current TEASE user name is intended to relate the logon id already issued by TEA security, no matter what application it was originally issued for. It is not intended to relate the logon id entered in the profile prior to requesting TEASE access.

4. Section Three ESC PEIMS Coordinator Training The following access may be (and should be) granted by the person entering the profile: Send/Revalidate Data, Complete/Accept File, Record Group Accesses, Alternate Agent ID (within the district), User Administration. These accesses are district decisions. Alternate agent IDs requested for other districts must be signed by the superintendent of that district.

5. Section Three ESC PEIMS Coordinator Training PID administration is granted only to the requestors who are employed at ESCs with a MOU with TEA security. Requests for other requestors will be ignored. PET(PID Enrollment Tracking) and PET- view only are mutually exclusive. When both are requested, PET(PID Enrollment Tracking) is granted. This allows requestors to update PET information and may not be what the district intended.  Combine Records  Delete Records

6. Section Three – (C) ESC PEIMS Coordinator Training The lack of a profile will drastically slow the forms processing. Districts/ESCs should have the profile entered prior to sending the forms to the PEIMS division. The question most asked about profiles: How do I created the logon, even before Security has issued it?  Combine Records  Delete Records

7. Section Three – (C) ESC PEIMS Coordinator Training a)Use 11 Characters maximum in the following format b)Use the first initial. c) Add the middle initial if any. d)Add the first 5 characters from the last name if there is a middle initial, otherwise add first 6 characters. If the last name is not five or six characters long, use the number of characters in the last name as there is no minimum number of characters required. e)Lowercase the name. f)Add four characters(numbers) consisting of the birth month and day. g)Replace the last four characters with random numbers unless and until it is unique.

8. Section Four ESC PEIMS Coordinator Training If a person requests access to either PID or PET information, the PID and PET questions must be answered. The first 3 are mandatory, the fourth is optional. Failure to answer the questions will generate an email and the form will be put aside until a response has been received. This severely impedes the processing of the forms. Answering the questions is a legal requirement, not a nice to have.

9. Section Five ESC PEIMS Coordinator Training If the requestor does not sign the form, the form cannot be processed. An email will be sent to the requestor asking them to send a new form. If the supervisor does not sign the form, the form cannot be processed. An email will be sent to the requestor asking them to send a new form. If we cannot read the signature of the supervisor, the form cannot be processed. An email will be sent to the requestor asking them to send a new form. Please suggest to applicants that the name should be printed below the signature.

10. Section Five ESC PEIMS Coordinator Training If the supervisor is not listed in AskTed (Texas School Directory), we must call the district PEIMS Coordinator to verify the signature. This delays the forms processing also.

11. Questions: darlene.spencer@tea.state.tx.us (512) 463-9117 Office (512) 463-1775 Fax @tea.state.tx.us ESC PEIMS Coordinator Training